Allergens and dietary requirements are no longer a side issue. More and more guests are asking for gluten-free, vegan or lactose-free food. If you don't keep track of this properly, you risk allergic reactions or disappointed guests. In this article, you'll learn how to systematically track which dishes are suitable for which dietary requirements.
Why this is crucial for your business
A miscalculation of allergens can be life-threatening. A guest with a nut allergy who accidentally receives a dish with traces of nuts can end up in the hospital. You don't want to take that risk.
But it goes beyond safety. Guests with dietary requirements are a growing market:
- 15% of Dutch people eat vegetarian regularly
- 3% follow a gluten-free diet
- 8% have some form of lactose intolerance
- 2% eat vegan
If you serve this group well, you'll attract more guests. If you do it poorly, you'll lose their trust.
The 14 most important allergens
In Europe, restaurants must mandatorily indicate 14 allergens on the menu:
📋 The 14 allergens:
- Gluten-containing cereals (wheat, rye, barley, oats)
- Crustaceans (shrimp, lobster, crab)
- Eggs
- Fish
- Peanuts
- Soy
- Milk (including lactose)
- Nuts (almonds, hazelnuts, walnuts, etc.)
- Celery
- Mustard
- Sesame seeds
- Sulfur dioxide (preservative)
- Lupine (legume)
- Mollusks (mussels, oysters, squid)
Step 1: Analyze all your ingredients
Start with your best-selling dishes. Go through each ingredient and check which allergens it contains. Also watch out for hidden allergens:
⚠️ Watch out for hidden allergens:
- Worcestershire sauce contains fish
- Many bouillon cubes contain celery
- Pesto often contains nuts
- Mayonnaise contains egg
- Soy sauce contains gluten (unless gluten-free)
Step 2: Create an allergen matrix
Create an overview where you note all allergens for each dish. You can do this in Excel, but a specialized app makes it much clearer.
💡 Example: Pasta Carbonara
- Pasta: gluten (wheat)
- Bacon: no allergens
- Eggs: egg
- Parmesan cheese: milk
- Black pepper: no allergens
Total allergens: gluten, egg, milk
Suitable for: not vegetarian, not vegan, not gluten-free, not lactose-free
Step 3: Label your dishes clearly
Use recognizable symbols on your menu. Most guests recognize these immediately:
- 🌱 V: Vegetarian
- 🌿 VG: Vegan
- 🌾 GF: Gluten-free
- 🥛 LF: Lactose-free
- 🥜: Contains nuts
Always include under your menu: "Do you have allergies or dietary requirements? Ask our staff."
Prevent cross-contamination in the kitchen
It doesn't help if your dish is gluten-free but you prepare it on the same cutting board as bread. Establish clear procedures:
🧽 Preventing cross-contamination:
- Separate cutting boards for allergens
- Wash hands between preparations
- Use clean knives
- Prepare allergen-free products first
- Separate deep fryer for gluten-free products
⚠️ Important:
Train your entire team. One mistake can send a guest to the hospital. Take this seriously.
Keep your allergen list up-to-date
Suppliers sometimes change recipes. A product that was gluten-free last month might now contain gluten. Check regularly:
- New products from your supplier
- Changed recipes of existing products
- Seasonal ingredients
- New dishes you add
Digital vs. manual tracking
Many kitchens still work with paper lists or Excel. That works, but has drawbacks:
- Difficult to keep up-to-date
- Error-prone when making changes
- Not accessible to the whole team
- Searching takes time
An app like KitchenNmbrs stores allergens per ingredient. If you change a recipe, the allergen list updates automatically. Your team can immediately see which dishes are suitable for which dietary requirements.
What to do when in doubt
If you're not 100% sure whether a dish is safe for a guest with allergies, be honest. Say: "I can't guarantee that this dish is free from [allergen]. May I suggest an alternative?"
Guests appreciate honesty more than a wrong assessment.
How do you create an allergen list? (step by step)
Inventory all your ingredients
Make a list of all ingredients you use, including spices, sauces and oils. Check per ingredient which of the 14 allergens it contains. Don't forget hidden allergens, like fish in Worcestershire sauce.
Create an overview per dish
List all allergens for each dish from all ingredients. Also note whether it's suitable for vegetarians, vegans, gluten-free or lactose-free diets. Update this immediately if you change recipes.
Train your team and prevent cross-contamination
Make sure everyone in the kitchen knows how to prevent cross-contamination. Use separate cutting boards, wash hands between preparations and prepare allergen-free dishes first. Make this part of your daily routine.
✨ Pro tip
Take photos of all product packaging with ingredient lists. That way you can quickly check which allergens are in them, even if the packaging is already gone.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Do I have to list all 14 allergens on my menu?
No, you only need to mention the allergens that actually appear in your dishes. However, you must be able to answer when guests ask. A clear list behind the bar helps your team.
What if I'm not sure whether an ingredient contains allergens?
Always check the packaging or ask your supplier. When in doubt: treat it as if it does contain the allergen. Safety comes first. Better a disappointed guest than a sick guest.
How do I prevent cross-contamination in a small kitchen?
Prepare allergen-free dishes first, wash hands and equipment between preparations, and use separate cutting boards. In small kitchens you can use colored boards: red for meat, green for vegetables, blue for allergen-free.
Do I need a separate deep fryer for gluten-free products?
Yes, if you offer gluten-free fries or snacks. Gluten from breadcrumbs stays in the frying oil. Many restaurants therefore have one pan only for gluten-free products, or change the oil more frequently.
How often should I update my allergen list?
Check monthly whether suppliers have changed recipes. Update immediately if you add new dishes or modify existing ones. Seasonal menus require extra attention because you often use new ingredients.
Can I be held liable for allergic reactions?
Yes, if you've been negligent. That's why correct information and preventing cross-contamination is so important. Document what you do to ensure safety. When in doubt: refer to dishes you're certain about.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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